Executive Assistant to the Chief of Staff

UAE Nationals are encouraged to apply.

New York University Abu Dhabi (NYUAD) seeks to appoint an Executive Assistant for the Chief of Staff, reporting to the Manager of Administration.

The Executive Assistant provides support to the Chief of Staff, but also supports the Office of the Vice Chancellor broadly, as well as members of the leadership team. The primary focus of this position is to facilitate administrative interactions within the department in particular and the larger NYUAD community and its various stakeholders/constituents.

Key Responsibilities

• Provide high-level secretarial and administrative support to the Chief of Staff including preparation of correspondence, records and other clerical documentation on a daily basis
• Manage the calendar and work schedule of the Chief of Staff to ensure effective time management is maintained with availability for daily meeting requirements and schedules
• Arrange travel and event logistics
• Schedule and provide needed documentary support for meetings, including videoconferences
• Process mail, correspondence and internal documentation
• Maintain hard-copy and electronic files and document management/retrieval systems
• Handle calls and requests for information
• Be the first point of contact for incoming correspondence and visitors relating to general queries and other related matters
• Manage office contacts and database information
• Provide liaison services and coordination as needed between the department and other university offices and senior leaders in Abu Dhabi or other locations including New York
• Support and assist with various projects as required
• Establish a monitoring and status-of-work reporting system regarding ongoing office projects for which the Executive is responsible
• Prepare such information and research reports as the Chief of Staff may require regarding projects, initiatives, administrative and operational matters
• Process and maintain the Chief of Staff’s expenses and reimbursements
• Manage budget tracking and reporting
• Be responsible for expense reports in relation to procurement, purchasing and payment
• Provide overall team support and administrative provisions to assist with team efficiencies and effectivenessOther duties typically associated with an Executive Assistant role and that may be assigned from time to time, such as org charts, PowerPoint presentations, etc.
• Manage and support any delegations and business visitors related to the Executive’s functional responsibility
• Provide business office support services for areas designated from time to time

Qualifications

Required Education:

• Bachelors Degree

Required Work Experience

• 5 years’ experience with a minimum 3 years’ experience as an Executive Assistant to a C-Level executive, preferably with an established international company, higher education institution, or governmental body operating in the U.A.E.
• Superior written and oral communications skills in English
• Proactive thinker with the ability to anticipate needs and provide solutions
• Professional maturity and sound judgment consistent with leadership-support responsibilities, including exceptional discretion, confident communications skills, and a capacity for resourceful initiative in a team context
• A capacity to work collegially and flexibly in a setting characterized by a complex organizational structure comprising New York University in New York, New York University in Abu Dhabi, portal campuses within the Global Network University, and a growing list of other international sites
• An ability to prioritize and handle multiple projects on tight deadlines; punctual, organized work habits, consistent accuracy, and attentiveness to detail
• Advanced business computing and internet skills